Contract renewal

In Zenskar, contract renewal can be automated to streamline agreement management and reduce manual overhead. When a contract reaches its end date, the system evaluates it against defined policies to determine if it should be extended and under what commercial terms.

Renewal policies

Zenskar offers three distinct policies to govern how an expired contract is handled:

The decision hierarchy

Zenskar processes expired contracts every 25 hours by applying a specific hierarchy of renewal logic:

1. Contract-level policy: The system first checks if a specific policy was assigned during the creation of the contract.
2. Organization-level policy: If no contract-level policy exists, the system applies the global organization-level policy.
3. Termination: If neither a contract-specific nor an organization-level policy is found, the contract is not renewed.

graph LR
    %% Node Definitions
    Start[Contract expired]
    PolicyExist{Does contract-level<br/>renewal policy exist?}
    OrgPolicyExist{Does organization-level<br/>renewal policy exist?}
    ApplyPolicy{Apply renewal policy}
    
    RenewPreserved[Contract gets renewed while<br/>template customization is preserved]
    RenewDefault[Contract gets reset to default<br/>template values, and is renewed]
    NotRenewed[Contract is not renewed]

    %% Flow Connections
    Start --> PolicyExist
    PolicyExist -- YES --> ApplyPolicy
    PolicyExist -- NO --> OrgPolicyExist
    
    OrgPolicyExist -- YES --> ApplyPolicy
    OrgPolicyExist -- NO --> NotRenewed
    
    ApplyPolicy -- "Renew with same<br/>contract terms" --> RenewPreserved
    ApplyPolicy -- "Renew without customer-specific prices" --> RenewDefault
    ApplyPolicy -- "Don't renew automatically" --> NotRenewed

    %% Styling
    classDef redNode fill:#FF6B6B,stroke:#333,stroke-width:1px,color:#fff;
    classDef greenNode fill:#51CF66,stroke:#333,stroke-width:1px,color:#fff;
    classDef diamond fill:#FFF9DB,stroke:#333,stroke-width:1px;

    class Start,NotRenewed redNode;
    class RenewPreserved,RenewDefault greenNode;
    class PolicyExist,OrgPolicyExist,ApplyPolicy diamond;

How-to: Configure organization-level renewal

To set a global fallback policy for all contracts in your organization:

1. Click on the bottom-left menu containing your profile name.
2. Navigate to Settings > Contract & Invoices.
3. Enable the renewal setting toggle.
4. Select your preferred Contract Renewal Policy from the dropdown menu.

Reference

Next steps:

• To learn how to apply these policies to a specific agreement, see the [How-to: Create a contract] guide.
• Would you like me to draft a guide on [Handle ingestion failures] to ensure your renewed contracts have accurate usage data?